Kaizen #97 - Email APIs
Howdy, tech wizards! Welcome back to another exciting post in our Kaizen series.
This week, we will explore how to leverage the power of APIs to manage and interact with emails within the Zoho CRM platform.
Consider you are the Manager of a technological company called Zylker Technologies, which uses Zoho CRM. You want to email a client using your organization's email ID and manage the reply emails within your CRM account. The first step in bringing your organization's email to your CRM account is IMAP/POP3 configuration.
Email Configuration
Zoho CRM supports email integration via Internet Messaging Access Protocol (IMAP) and Post Office Protocol 3 (POP3). These are email protocols that standardise the exchange of mails between the servers and clients.
|
IMAP
|
POP3
|
|
IMAP keeps emails on the server and allows you to access them from multiple devices.
|
POP3 downloads emails to a local device. You can either keep a copy of them on the server or remove them to manage the storage of your web server.
|
|
It synchronises email actions (read, delete, move) across all devices, providing a consistent email experience.
|
It does not synchronise actions across devices, making it challenging to manage emails on multiple devices.
|
|
IMAP is ideal for users who need to access their emails from different devices or prefer centralised email management.
|
POP3 is suitable for users who prefer offline email access and want to save storage space on the server.
|
Following steps will help you to integrate your email with Zoho CRM.
- Navigate to Setup > Channels > Email > Email Configuration to choose your email service.
- Under choose the protocol to configure select IMAP or POP integration based on your email service provider and business needs.
Once you configure the IMAP/POP3 mail, the
SalesInbox
tab will sync and display all your mails.
Now that we have everything ready, we will take a look at how to email your clients using APIs.
Emailing a Client using API
Request URL
: {api-domain}/crm/{version}/{module_api_name}/{record_id}/actions/send_mail
Request Method
: POST
Scope
: ZohoCRM.send_mail.{module_name}.CREATE (or) ZohoCRM.send_mail.all.CREATE
Supported Modules
: Leads, Contacts, Deals, Accounts, Sales Orders, Purchase Orders, Invoices, Quotes, Cases, and Custom.
Request Body
:
{ "data": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Christopher Maclead", } ], "cc": [ { "user_name": "Jack Williams", } ], "org_email": true, "consent_email": true, "mail_format": "html", "subject": "Test Email", "content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>" } ] } |
You can also use other request JSON keys mentioned in
this
document to send an email. When you email a client, the email automatically gets added to the related lists of the record specified in the request url.
There are a few other conditions that you need to check while emailing a client using the Send Mail API.
(i) from Addresses
As you are sending the email from your CRM account, you should use only the IMAP/POP3 configured email IDs. To know the configured email IDs of your CRM account, make a GET API call for the
list of allowed "from" addresses
.
Request URL
: {api-domain}/crm/{version}/settings/emails/actions/from_addresses
Request Method
: GET
Scope
: ZohoCRM.settings.emails.READ
Response
:
{ "from_addresses": [ { "default": true, "user_name": "Patricia Boyle", "type": "primary", }, { "user_name": "Jack Williams", "id": "5545974000000434026", "type": "pop", }, { "user_name": "Patricia Boyle", "id": "5545974000001222005", "type": "org_email", } ] } |
- The API lists the email addresses configured in the IMAP/POP3 accounts (
imap
and
pop
), the email ID used to sign in the CRM account (
primary
) and the configured organization email addresses (
org_email
). You can use any of these email addresses to email the clients.
-
The
default:true
denotes the default
from
email address configured for UI usage. This will auto populate the
from
email address while emailing a client via UI. Anyhow, you have to specify the
from address
in the send mail API.
- If the email with type:org_email in this API response is used as a from address of the send mail API, the org_email key in the same send mail request body has to be marked as true .
(ii) Modules that are Applicable for using Templates/Inventory Templates
Consider you want to send welcome emails to all of your new leads. You cannot manually draft a welcome email every time Zylker gets a new lead. Instead you can create a welcome email template and insert it to the draft.
To insert template/inventory templates while emailing a record, make a
Metadata API
call of the particular module and check for the key
inventory_template_supported
.
- inventory_template_supported: true states you can add inventory templates in the body of the mail.
-
inventory_template_supported: false
states you can add only the email templates and not the inventory templates in the body of the mail.
In our case, you want to send welcome emails to leads. So, let us check this key for the module,
Leads
.
Since
inventory_template_supported: false
for Leads, we can
add only email templates
to its records. Below is the request body of the send mail API with welcome template,
{ "data": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Carissa Kidman", }, { "user_name": "Felix Hirpara", }, { "user_name": "Kayleigh Lace", } ], "cc": [ { "user_name": "Jack Williams", } ], "mail_format": "html", "subject": "Welcome to Zylker", "template": { "id": "5545974000000640001" } } ] } |
Associate an Email with a Record
Though Zoho CRM supports email Integration, sometimes you may want to import emails from a different email service provider and add them to certain records. You can use this API for adding only particular emails to a record without completely synchronising or integrating the email service provider with Zoho CRM.
Request URL
: {api-domain}/crm/{version}/{module}/{record_id}/actions/associate_email
Request Method
: POST
Scope
: ZohoCRM.modules.emails.ALL (or) ZohoCRM.modules.{module}.ALL
Supported Modules
: Leads, Contacts, Quotes, Invoices, Sales_Orders, Purchase_Orders, Deals, Accounts and Custom.
Request Body
:
{ "Emails": [ { "from": { "user_name": "Patricia Boyle", }, "to": [ { "user_name": "Christopher Maclead", } ], "cc": [ { "user_name": "Jack Williams", "email": "jack.williams@zylker.com" } ], "subject": "Test Email", "content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>", "mail_format": "html", "date_time": "2023-07-27T22:24:12+05:30", "sent": true, "linked_record": { "id": "5545974000002858070", "name": "Mega Deal", "module": { "api_name": "Potentials", "id": "5545974000000002181" } }, "original_message_id": "000146" } ] } |
This sample input JSON is for linking an email to a record in Deals.
The
original_message_id
key is the unique ID provided by any email service provider after sending an email. To avoid adding an already existing email to a record, this unique ID has to be specified while adding an email to a record.
Now as a manager, you may want to associate the sales reps' emails with the corresponding records they have handled. To achieve this, add the record owner's ID to the owner key in the request body. Only users with admin profile can perform this action.
The API extends its horizon to associating emails with the inline images to a record. For this, you have to upload the image to Zoho File System using the
Upload files to ZFS API
. Ensure you specify the parameter
"type":"inline"
while uploading the inline images to the ZFS.
The ID provided in the response of this API has to be specified in the content key of associate email to a record API as follows:
"content": "<h3><span style=\"background-color: rgb(254, 255, 102)\">New Product Launch is on Aug 15,2023!</span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\"><img class=\"ZCrmImage\" src=\"crm\/img_id:c5afdcdbe17cd7bcee305c1a23067169caf522cbf76ed9d1c9c06408b22888ee\"></span></h3><h3><span style=\"background-color: rgb(254, 255, 102)\">REGARDS,</span></h3><div><span style=\"background-color: rgb(254, 255, 102)\">AZ</span></div><div><span style=\"background-color: rgb(254, 255, 102)\">ADMIN</span></div>" |
Zoho CRM also offers API support to fetch all the
emails of a record
, list the users with whom a
record's emails are shared
, and download
email attachments
and
inline images
. They help us to streamline email-related processes, enhance communication, and maximize the efficiency of email management.
We hope you found this post useful and engaging!
If you have any queries, feel free to drop them in the comments section below or reach out to us directly at
support@zohocrm.com
. We eagerly await your thoughts and feedback on this!
Keep an eye out for more valuable insights on our developer space!
Cheers!
Additional Reading
- Email Configuration for IMAP/POP3
- GET Modules API
- Emails of a Record
- Shared Details of an Email
- Download Email Attachments
- Download Inline Images of an Email
Access your files securely from anywhere
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Kiruthiga G
Sticky Posts
Client Script | Update - Introducing Commands in Client Script!
Have you ever wished you could trigger Client Script from contexts other than just the supported pages and events? Have you ever wanted to leverage the advantage of Client Script at your finger tip? Discover the power of Client Script - Commands! CommandsKaizen #165 : How to call Zoho CRM APIs using Client Script
Welcome back to another exciting Client Script post! In this post, we will discuss one of the most frequently asked questions: How do you call Zoho CRM APIs from Client Scripts? In this kaizen post, 1. Ways to make calls to Zoho CRM APIs using ClientKaizen#162 : Add Tags and Open Pre-filled Email Drafts via Client Scripts
Hello everyone! Welcome to another informative Kaizen post. In this post, let us see how to accomplish the following using Client Script. 1. How to auto-tag a record based on field update? 2. How to Open a pre-filled email draft This post will provideExtension Pointers - JS SDK series #4: Managing data from a widget using ZOHO.CRM.HTTP
Handling and managing the data between two applications is a major factor for an efficient business. There are a variety of ways to handle data between Zoho CRM and other third-party applications. You can use deluge CRM tasks, create connectors, use APIKaizen #152 - Client Script Support for the new Canvas Record Forms
Hello everyone! Have you ever wanted to trigger actions on click of a canvas button, icon, or text mandatory forms in Create/Edit and Clone Pages? Have you ever wanted to control how elements behave on the new Canvas Record Forms? This can be achieved
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho DataPrep Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho Campaigns Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
【Zoho CRM】インポート機能のアップデート：既存データへのタグ追加が可能に！
ユーザーの皆さま、こんにちは。コミュニティチームの藤澤です。 今回は「Zoho CRM アップデート情報」の中のインポート機能のアップデートをご紹介します。 Zoho CRMのタグは、データを効率的に分類、認識するためのラベルです。 タグ付けは次の3つの方法で行えます： 個別タグ付け：少数のデータを手動でタグ付け 自動化：特定のタイミングで繰り返しタグ付け 一括更新：インポート機能でタグを追加または更新 今回のアップデートでは、インポート時に既存のタグを残したまま、新しいタグの追加、既存タグを置き換えできるようになりました。Bluerprints: How to connect the created record back?
I've a blueprint which creates another record as part of an 'After' transition. But the two records don't seem to be linked together. If it's not automatic - how do I get the created record ID to link it to the original record? Thanks!Populate a Related List Item based on a Stage
I would like to know if I can populate a CLOSED DEAL section in a contact that populates only when a Deal (something in the Deal Module) is listed as Closed - Won. I'd like another section that is just called deals, which shows me all other deals thatBeing able to draw inside a module ?
I was wondering if anyone know of a solution for this request. We would like to be able to draw directly from one module in the CRM and have it attached to that record. Here is an example. Paul would go to the customer once he as done the measuring, heHolidays
Hi; For defining Holidays, you need to add logic to handle the year as well as the month & day. We need to be able to enter Holidays for the next year. I need to add a holiday for January 2, 2017, but I can't until January 1st, which is a Sunday and weDelete a department or category
How do I delete a Department? Also, how do I delete a Category? This is pretty basic stuff here and it's impossible to find.Remove or hide default views
I'm looking to only have the views pertinent to my organization. Is there a way to show only my custom views (or separate them to a different area or something)? If not, this should be a feature as switching from Zendesk we had this option...Analytics Module: Can you move items from one dashboard to another?
Is there a way to move items from one dashboard to another? I want to rearrange my dashboard now that I know what i'm doing but i don't want to remake my various widgets? Edit: Hey Zoho, This would be a good feature: to be able to move/copy widgets toCopy Widget to another Dashboard
I can see the option to clone a widget to the same dashboard but is it possible to copy it to another dashboard?Introducing Record Summary: smarter insights at your fingertips
Hello everyone, Building on the recent launch of Zoho's in-house Zia Large Language Model (Zia LLM)—a major milestone in Zoho CRM’s AI capabilities—we’re excited to introduce the Record Summary feature. This powerful addition makes use of Zia LLM to simplifySuppress "spreadsheet will not be saved" message on published sheet
I have published a sheet and have one column on that sheet that the user can edit (a dropdown picklist where the user can select the status for each line). Is there a way to suppress the Zoho Sheet message "Any changes made to this published spreadsheetMissing "Email Authentication" tab
Backstage is alerting users about "Unauthenticated Domains" with a large prompt in the backend. It adds a link to learn more. On this tutorial page, it shows where to find the "Email Authentication" tab in this screenshot. However, in our Backstage, thatShow item Cost value on Item screen
The Item screen shows Accounting Stock and Physical Stock. It would be very helpful if value information could be displayed here as well, for instance Cost Price. Currently, to find the Cost Price (as used for inventory valuations) from inside the itemIntegration with Moodle
Greetings, I hope find all doing well and safe. I've recently returned to using Zoho Flow after a break and was hoping to connect my WooCommerce store with Moodle, the world's most widely used learning management system. My goal was to automatically enrollHow to Record Loan with interest
I have received loans from friend he give me like 2 loans so far one is one year repayment and one short, how to properly record his payment, and repayment and give him statement for each loan he give meTask status - completed - other options
I have a dumb question I know i can make custom statuses for the tasks - but is there anyway to make additional "completed" statuses like for instance if i have a task "call back customer" and i leave a vm for them to call back marking it "completed -Task module and related-to field
In modules other than the Task Module I can add several lookup fields to provide a variety of relationships. In the Task module lookup fields are not available. There is only one "related to" field which I want to use for Company. But I want to relateAdd Lookup Field in Tasks Module
Hello, I have a need to add a Lookup field in addition to the ones that are already there in the Tasks module. I've seen this thread and so understand that the reason lookup fields may not be part of it is that there are already links to the tables (https://help.zoho.com/portal/en/community/topic/custom-fields-on-task-module).migrating from Zoho Invoices (CRM) to Zoho Books
Good day, I was wondering if there was a easy way to migrate all the quotes and invoices from Zoho Invoices CRM to Zoho Books. We plan to move to using Zoho Books in a few weeks and would like to have all the quotes and invoices from the past 3 yearsZoho MA and Custom Module
I am trying to create a sync between Markting Automation and Zoho CRM. I am mapping a custom module from the CRM. The custom module has email field mobile phone field However I cannot finish the integration since the system keeps asking me for email orWhen is partial reimbursement going to be launched?
Hi there. I saw somewhere that the partial reimbursement feature is in the work. What is the update and ETA of that? Our clients and prospects have been asking us and we agree that that is an important feature to have.Year-End Wrap: Declutter Your Inbox Using Email Filters
Ping!—an email drops in. And another. And another! It's finally that time of the year when your inbox will be bursting with messages from team members, clients, and marketing agents, leaving you feeling overwhelmed and distracted. Sounds familiar? NowUnified Notes View For Seamless Collaboration
To facilitate better coordination among different departments and team members, the notes added to a record can now be accessed in all its associated records. With this, team members, from customer service representatives to field technicians, can easilyQ4 Europe In-person Zoho User Group Meetup: Streamlining Your Business Processes & Introduction to Zoho CRM for Everyone
Hello Zoho Community, We are excited to announce our upcoming Zoho User Group meetup in Europe! This session is designed to help you streamline your business processes using Zoho CRM, with a special focus on enhancing customer interactions and leveragingFormula fields - Request for dynamic recalculation / proper implementation
Hi Guys, I have a big problem with Zoho formula fields. They don't recalculate each time the record is viewed - only when a record is edited. Formula fields should be updated dynamically each time a record is retrieved. As an example: I have a formulaItems attribute questions
Many of my items have attributes, such as size and color. How can I add new fields to the "New Items" screen to capture that in my Purchase Orders, Items, and Sales Order pages? I only see these attribute fields when adding an Item Group. Also, on theOrganize and Track Phases with Phase Custom Views
Phase Custom Views let you filter and display phases based on specific criteria. This helps you focus on what’s most relevant for you and your team. Filter phases using criteria such as budget, status, and more. Share views with specific users or teamsRecord Asset Received as Payment
How exactly would you account for this in books? For example, I receive a mini computer for a review and I get to keep it after the video is published. Would debit my normal asset account (e.g. Computers) and credit an income account (e.g. Other Income).Invoice Line Item Report
Is it possible to run an 'Invoice Line Item Report'? The 'Invoice Details Report' shows one row per invoice. I would like one row per Invoice Line Item.Transform Your Customer Support with AI-Powered Chatbots in Zoho SalesIQ
Ever wondered how some companies seem to have superhuman customer support? Let's uncover their secret! In the digital age, customer expectations are skyrocketing. Did you know that according to McKinsey, 75% of consumers expect a response within fiveProgressive Invoicing
Progressing invoicing is needed for many industries. It would be great to see it implemented into Zoho Books as well. Set up and send progress invoices in QuickBooks Desktop (intuit.com)Client Script - mapping data from different module
Dear ZOHO Team Firstly I need to describe the need - I need to have data from Contacts module based on lookup field - the 5 map limit is not enough for me because I have almost 20 fields to copy So I have decided to make a Customer Script - and from unknownDORA compliance
For DORA (Digital Operational Resilience Act) compliance, I’ll want to check if Zoho provides specific features or policies aligned with DORA requirements, particularly for managing ICT risk, incident reporting, and ensuring operational resilience inFiles Uploaded to Zoho WorkDrive Not Being Indexed by Search Engines
Hello, I have noticed that the files I upload to Zoho WorkDrive are not being indexed by search engines, including Google. I’d like to understand why this might be happening and what steps I can take to resolve it. Here are the details of my issue: FileZoho Creator Upcoming Updates - December 2024
Hi all, We're excited to be back with the latest updates and developments on the Creator platform. Here's what we're going over this month: Deluge AI assistance Rapid error messages in Deluge editor QR code & barcode generator Expandable RTF and multiCustomer can't comment on SO or Invoice
Hi I just saw that my customers are not able to submit a comment either on invoices or sales order. What happens if my customer hits submit is just nothing. only a red line appears on top of the page which probalby indicates an error. I'm not able toZoho Creator customer portal limitation | Zoho One
I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)See Calendar When Creating Meetings On Record Page
It would be a great user experience to see you calendar while you are creating a meeting on a record page. Here is how I imagine it could look:Saved filters, layout rule support, related list quick navigation, and more
Hello Everyone, We're excited to share some new features and enhancements in the Zoho CRM iOS and Android apps that will improve your mobile experience. These updates will make your CRM journey more efficient and user-friendly. Here's a look at what'sPower of Automation: Automatically send an email to all portal users with today's list of Open tasks.
Hello Everyone, A Custom Function is a user-written set of code to achieve a specific requirement. Set the required conditions needed as to when to trigger using the Workflow rules (be it Tasks / Project) and associate the custom function to it. Requirement:-Next Page